Administrative Assistant, Type 1 Diabetes

• Essential Duties and Responsibilities
• Maintain calendars, schedule meetings and calls, create and submit expense reports, and make travel arrangements (international and domestic), including ground transportation, flights, hotels, and other conference accommodations for the T1D program staff.
• Coordinate logistics for on and off-site meetings, including but not limited to scheduling, catering, travel arrangements, gathering and distributing meeting materials, and technical support.
• Facilitate and monitor Helmsley’s signature process from senior staff on necessary documents.
• Serve as main contact to contractors, vendors, and grantees to handle reimbursements, invoices, contracts, and other general inquiries.
• Coordinate with accounting, grantees and/or consultants, to ensure timely processing of invoices, contracts, and other time sensitive documents.
• Organize and maintain grantee and proposal files; assist in keeping central files current.
• Work closely with office operations to register guests, coordinate A/V needs for teams, provide international travel information and be overall point of contact for appointed T1D program staff.
• Assist in program research and data gathering.
• Assist other staff members on an ad-hoc basis during peak seasons and perform other duties as required.

• Desired Qualifications
• Minimum 3 years’ experience as an administrative assistant.
• Attention to detail and strong work ethic is critical.
• Must have excellent interpersonal, communication, and organizational skills.
• Must have the ability to work effectively with a large team.
• Must be able to work independently.
• Must be able to work under pressure and prioritize multiple deadlines.
• Requires strong writing, grammar, proofreading, and editing ability.
• Proficiency in Microsoft Outlook and Word required.
• Familiarity with Excel and PowerPoint strongly preferred.
• Familiarity with Concur preferred but not required.
• Familiarity with foundations and/or the nonprofit sector a plus.
• Bachelor’s degree or equivalent work experience (minimum 3 years as an administrative assistant)

Salary, Health, Well-being, and Living Our Mission

Helmsley is dedicated to creating stronger, healthier futures for communities in the U.S. and around the world. Helmsley colleagues are intelligent, creative, forward thinking, and strongly committed to working productively with each other and with our grantee partners. Each was drawn to Helmsley by the same opportunity: to help build this young organization into a leading global charitable institution that will drive meaningful and measurable positive change in lives throughout the U.S. and around the world for years to come.

Helmsley is committed to offering competitive and equitable compensation commensurate with experience. The targeted starting salary range for this position is $73,000-$81,100.

• Comprehensive benefits currently offered to employees (subject to change) include:
• Employer-paid medical, dental, and vision for employees and their families
• Generous 401(k) employer contribution
• Hybrid work schedule (up to two remote days a week)
• 23+ paid vacation and sick days
• 13+ paid holidays
• End of year office closure
• Summer Fridays
• Tuition reimbursement
• Personal and team professional development opportunities

Application Information

To apply for this position, please submit a cover letter and resume (in Word or PDF format) to the posting listed on the Helmsley Career Page [https://recruiting.ultipro.com/LEO1003HELMS/JobBoard/39fb08f3-6fad-3e37-14bc-6279be35c348/?q=&o=postedDateDesc]. If a reasonable accommodation is needed to participate in the job application process, please contact HR@helmsleytrust.org [HR@helmsleytrust.org].

The position is based at Helmsley’s main office in New York City. Only those selected for an interview will be contacted. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

All persons hired must be authorized to work in the U.S. without the need for employment-based visa sponsorship now or in the future. Helmsley will not sponsor applicants for U.S. work visa status for this opportunity (no sponsorship is available for H-1B, L-1, TN, O-1, E-3, H-1B1, F-1, J-1, OPT, CPT or any other employment-based visa).

Except when working remotely as permitted by Helmsley’s temporary hybrid work policy, the ability to work and collaborate in person with colleagues at Helmsley’s office is an essential function of this job.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required for the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Helmsley provides equal employment and promotional opportunities to all employees and applicants for employment based upon individual capabilities and qualifications without regard to race, color, religion, sex, gender identity, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status, or any other protected characteristic as established under law.